SOW - EHRM Batavia 05-25-2023 SF330.pdf

VA Western NY (Batavia) Healthcare System 222 Richmond Ave. 05/25/2023 Batavia, NY 14020

ARCHITECT-ENGINEER DESIGN SCOPE OF WORK

EHRM INFRASTRUCTURE UPGRADES

PROJECT NO: 528A4-22-700

PROJECT NAME: EHRM Infrastructure Upgrades – Batavia, NY

ESTIMATED CONSTRUCTION COST: 836.204 Disclosure of the magnitude of construction projects. Between $20 million and $50 million, closer to $20 Million

1. GENERAL INTENT:

The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a construction project at the VA Western NY (Batavia) Healthcare System in accordance with this design scope of work.

2. STATEMENT OF WORK:

Part I Design Services

A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, studies and user interviews to prepare drawings, specifications and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to upgrade the facility infrastructure to support the new Electronic Health Record Modernization (EHRM) system in accordance with VA OEHRM Site Infrastructure Requirements (provided by VHA). The project shall include, but is not limited to:

• Upgrading facility fiber throughout the campus to all buildings and each IT closet / room.

• Provide a redundant fiber run throughout the campus including the mains and the demarcation room to back up the primary fiber run.

• Keep the existing fiber run in place until the new primary and new redundant fiber is up, then remove the old fiber run.

• Install approximately 160 additional IT data ports campus wide. Each data receptacle has four

(4) data ports.

• Install approximately 100 new electrical (120-volt) and (208-volt where required) duplex and or

Quad receptacles throughout the facility. Receptacles shall be connected to Emergency Power Panels.

• Provide an Uninterruptable Power Supply (UPS) and for all equipment.

• The Facility power distribution shall be upgraded to support the new IT network and the heating, ventilating and air conditioning (HVAC) needed for these systems. Power shall be connected to Emergency Power Panels and provide UPS systems as required. Provide new 208Y/120-volt three phase panels where needed to support additional IT service. The existing panels shall NOT be filled past 75% capacity.

• The HVAC for the majority of the Batavia VA IT systems campus wide is non-existent or in poor operating condition. Many of the HVAC systems are water cooled units and will all need to be replaced. The newer Ward renovations have HVAC that is connected to the air handling unit (AHU) that serves that ward however when the chilled water is turned off for the season there is NO cooling or dehumidification for the IT closets / rooms.

o The HVAC shall be direct expansion (DX) so that it can run year-round and provide cooling and dehumidification, even in the cold winter climates of Western New York.

o Each IT closet / room shall have an independent thermostat.

o All HVAC power shall be backed up by the Emergency Power Generator on the

Emergency Equipment panel.

• The Physical Security shall be updated campus wide for IT closets. The VA Police and IT provide guidance on the physical security requirements for IT closets. Physical Security for IT closets / rooms include but are NOT limited to (during design we will work with the VA Police and the IT staff at the Western NY VA).

o Cameras for monitoring o Alarms that are centrally monitored o Key-pad access o Safety mechanism to get out of the rooms should power be lost. The safety systems for doors shall be interconnected with the Fire Alarm System as per NFPA 72 and NFPA 101 o Hardware and Locking Mechanisms specifically for IT room Doors o Upgraded Doors to meet the Physical Security Requirements o Upgraded Walls to meet the Physical Security Requirements o All electrical components connected to Emergency Generator Power.

• Hazardous Materials Abatement: This project will entail hazardous materials that will need to be abated for construction. The consultant shall conduct a thorough investigation to provide construction documents for the construction contractor to bid on for removal of hazardous materials. The hazardous materials include friable and non-friable asbestos, lead paint and mold. It is known that we have hazardous materials in the floors, walls, ceilings and pipe insulation.

• Remodeled / Renovated facilities for IT staff to include offices and bathrooms.

o HVAC systems for the offices o Secure Storage Space for IT Equipment o Bathroom Facility on the 4th Floor for the IT staff to be upgraded [two (2) unisex bathrooms]

• Project Buildings Include: 1,2,3,4,5,6,9,10,11,12,12A,13,15,20,30 and site loop for campus

Optional A/E Part Two Services of this design project (also known as Construction Period Services) includes but NOT limited to;

• Responding to construction contractor Requests for Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project. All RFI responses are within the allotted time to keep the project moving.

• Attendance at pre-bid, post-award and commissioning kick off construction project conferences (these are addition to the construction site visits outlined below).

• Review of construction material submittals and shop drawings and return in the time allotted to keep the project moving forward.

• Approximately twenty (20) site visits total during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications.

• Preparation of site visit reports after each site visit.

• Coordination with project commissioning requirements.

• Review of any construction project modifications for cost and technical acceptability. Provide a cost estimate to the Contracting Officer (CO) and the Contracting Officers Representative (COR).

• Attendance and participation during the final acceptance inspection and preparation of the punch list.

• Update the record drawings from the contractor in AUTOCAD of the completed construction project based on the construction contractor’s as-built drawings.

• The A/E shall prepare a submittal log to be utilized by the VA during construction period services.

• Maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of VA Western NY (Batavia) Healthcare System record drawings and the EHRM infrastructure readiness assessment documents will be made available to the highest rated A/E firm; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design. The Western NY VA (Batavia) has very limited drawings that demonstrate the existing conditions of the IT Systems and supporting HVAC and Electrical Systems on this campus. SOW Attachment 09 – Batavia Site Map 2017 will give AE firm a basic understanding of the VA Western NY (Batavia) Healthcare System campus.

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project.

The A/E firms’ representatives performing site investigations on VA Western NY (Batavia) Health Care System (VAIHCS) campus must have the following additional requirements before starting site investigations on campus:

1. Surgical Mask Provided by the VA for Site Visits

2. Daily visit at check-in station for COVID and temperature screening located presently in buildings

1, 2 and 3

a. Sticker/device must be worn visibly

3. Pre and twice weekly negative COVID test while working in patient care areas

4. Annual influenza shot is required for all staff performing work on Tomah VA campus

5. Contractor badge must be obtained and worn by contractor or representative at all times while on campus

6. The latest requirement for all contractors at the VA pertaining to COVID-19 vaccination has been provided in the VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors. Refer to SOW Attachment 07

7. Provide proof of a seasonal influenza with Vaccines

3. DESIGN WITHIN FUNDING LIMITATIONS:

The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price. FAR 836.204 Disclosure of the magnitude of construction projects. Between $20 million and $50 million, closer to $20 Million

4. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT: Designs for construction must produce a

“complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design in the includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

5. DESIGN CRITERIA: The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:

PG-18-1 Master Construction Specifications SOW Attachment 01 VHA Required Division 01 Specification Section List PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and Executive Orders] PG-18-4 Standard Details and CAD Standards PG-18-5 Equipment Guide List H-18-8 Seismic Design Handbook PG-18-9 Space Planning Criteria http://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/til/index.asp http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/CFM/TIL/equip.asp http://www.cfm.va.gov/CFM/TIL/seismic.asp http://www.cfm.va.gov/CFM/TIL/planning.asp

PG-18-10 Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for Minor Projects in Sustainable Design Manual, Life Cycle Cost Analysis]

PG-18-12 Design Guides (graphical, by function) PG-18-13 Barrier Free Design Guides PG-18-14 Room Finishes, Door, and Hardware Schedules PG-18-15 Minimum Requirements for A/E Submissions PG-18-17 Environmental Compliance Manual H-7545 VA Cultural Resource Management Procedures OIT Infrastructure Standard for Telecommunications Spaces v3.0 (21 August 2020)

The following references should also be used to complete the design documents:

VA Standards Alert 017 – Infrastructure Standards for Telecommunications Spaces and all standards, guides, and manuals incorporated by reference (https://www.cfm.va.gov/til/sAlert/sAlert017.pdf)

00 VA OEHRM Site Infrastructure Requirements v1.8 (SOW Attachment 02) SOCAMES 6 Design Alert 1 (SOW Attachment 03)

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

6. DESIGN COLLABORATION: The A/E during this design project shall collaborate with the VHA Office of Healthcare Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 02 and the Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design.

HEPF/SEP and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

7. INDEPENDENT LIFE SAFETY REVIEW: The A/E shall incorporate any comments from the VA 3rd party life safety review.

8. ENVIRONMENTAL PROTECTION: The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the VA Western NY Batavia. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf). Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

http://www.cfm.va.gov/cfm/til/dManual.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType=2 https://www.cfm.va.gov/til/sAlert/sAlert017.pdf http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf

9. PHYSICAL SECURITY: The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security Design Manual for Mission Critical Facilities located on the TIL (http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf). The

A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life-Safety Protected or Mission Critical Facilities; both will be applicable depending on the area the work is taking place) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VAMC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

10. TELECOMMUNICATIONS DESIGN: In accordance with “Telecommunications and Special Telecommunications Systems Design Manual,” February 2016 (https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf), paragraph 1.2 (d), Telecommunications design must be performed and stamped by a BICSI Registered Communications Distribution Designer (RCDD) for all projects.

11. SUBMITTAL REQUIREMENTS: Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program dated November 2008. This document is included as SOW Attachment 6. Submittal documents shall be prominently marked “For Official Use Only (FOUO)” if they contain qualifying data as defined in VHA Memorandum 2019-11-13 Sensitive Infrastructure Data Classification – For Official Use Only (FOUO).

This memo is included as SOW Attachment 4, as it is hosted on a non-public VHA site (https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949).

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the SD/DD/CD columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work. Each new submittal will incorporate all VA comments from the previous submittal. The Asbestos Abatement requirements in PG-18-15 are applicable at the VA Western NY Batavia as construction began in 1932.

The following submittals will be required for this project:

Quality Assurance/Quality Control (QA/QC) Plan Basis of Design (BD) - 10% - In addition to the requirements in PG-18-15, a Basis of Design is required. Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. Conceptual drawings of the planned design and the initial cost estimate will additionally be included.

http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf http://www.cfm.va.gov/til/PhysicalSecurity/dmPhySecMC.pdf https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949 https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949 https://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=8949

Schematic Design (SD)- 35% Design Development One (DD) – 65% Construction Documents (CD)- 95% Final Bid Documents (Bid) – 100% o The design AE firm may be required to resubmit any submission that does not meet the requirements as per the VA guidelines.

12. DRAWING and SPECIFICATIONS FORMAT:

All drawings shall adhere to VA project software requirements for Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. Auto CAD latest Version as of 2019 to Batavia

VAMC.

The A/E shall provide a computer 3D model and prepare various 3D renderings to present to VA throughout the design phase to adequately represent architectural, mechanical/electrical/plumbing (MEP), site conditions and other items in the design to aide with facility visualization and contractor coordination.

Drawings and Specifications Provided shall be individual sheets in both CAD and PDF. The drawings shall NOT be provided as on file.

The project CAD minimum requirements shall be developed to include the systems described below as they would be built, the processes of installing them and to reflect record drawing conditions (possibly incorporating into the Batavia VAMC Master Record Drawing – pending facility expertise). The deliverable model at the SD, DD and CD design phases shall be developed to include as many of the systems described below (but not limited to) as are necessary and appropriate at that design phase.

Architectural/Interior Design Square Footage/Volume Room Names and Numbers Architectural Schedules Architectural Specialties and Woodwork Doors Windows Louvers Roof Floors Ceilings Vertical Circulation Walls/Curtain Wall Sizes, Shapes, & Material Data General Signage Schedules Furniture Equipment Structural Foundations http://www.cfm.va.gov/til/projReq.asp http://www.cfm.va.gov/til/projReq.asp

Shafts and Pits Mechanical

HVAC

Plumbing Electrical/Telecommunications Power and Lighting Steam Distribution Other Engineering Data as Required Exterior Building Information Nurse Call System Asbestos/Hazardous Material Info Security System Information (Access Control, Security Cameras, Panic Alarms, Overhead Paging) Life Safety Information (Fire Extinguishers, Wall Ratings, Door Ratings, Fire Protection/Alarms) Departmental Ownership (By Common Name, Capital Asset Inventory Department Definition and

Strategic Capital Investment Program Department Definition)

13. SUBMITTAL FORMATS: Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp) and Autodesk Revit Project (.rvt) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The A/E shall be responsible for providing:

Meeting/Conference Minutes Meeting minutes for all formal meetings and conferences held with the VA; including weekly construction meetings. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

Minimum meeting minutes requirements

• Project name, number, meeting host, Meeting Name

• Date, Time, call in number, Duration, and consecutive number of total related meetings

• Participant list (Name, Title, Phone number (office or Mobile), Email, Attended Meeting (yes/no

Check box)

• Meeting purpose, Roll call, COVID-19, and Additional Items

• Agenda items (Decisions, action items, and fixes or next steps)

• Next meeting date and time

• Detailed attachment list

Construction Cost Estimates Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities dated March 8, 2011. This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in any of the electronic formats listed above.

http://www.section508.gov/ http://www.section508.gov/ http://www.cfm.va.gov/cost/index.asp http://www.cfm.va.gov/cost/index.asp

Quality Assurance/Quality Control (QA/QC) Plan All documents in any of the electronic formats listed above.

Basis of Design (BD)

Two (2) half-size paper bond sets of drawings – 2 to VA

Schematic Design (SD)

Two (2) half-size paper bond sets of drawings – 2 to VA Two (2) paper bond sets of specifications – 2 to VA

Two (2) paper bond sets of investigation reports, design calculations, space planning data and cost estimate - 2 to VA

Design Development (DD), and Construction Documents (CD) All documents in any of the electronic formats listed above.

Memo annotating what was not upgraded and corresponding justifications.

One (1) full size paper bond sets of drawings - 1 to VA Two (2) half-size paper bond sets of drawings – 2 to VA Two (2) paper bond sets of specifications – 2 to VA Two (2) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate - 2 to VA

Final Bid Documents (Bid) PDF files of drawings, specifications, and any miscellaneous design analysis documents such as submittal log and physical security compliance report.

Certified memo annotating what areas/times were not upgraded and the corresponding justifications.

Certified memo that the A/E design is independent of future projects and includes all equipment required for the project to be activated/full functional.

Word files of specifications.

Revit and AutoCAD files of drawings.

One (1) full size paper bond sets of drawings - 1 to VA Two (2) half-size paper bond sets of drawings – 2 to VA Two (2) paper bond sets of specifications – 2 to VA One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction SOW and cost estimate - 1 to VA

Part II Bidding Services and Construction Period Services (CPS)

Requests for Information (RFI) Requests for Information shall be submitted within three (3) calendar days of submittal to the

VA COR.

Requests for Information (RFI) and Cost Proposals for Construction Change Orders The A/E shall review the Contractor’s request for information (RF) and cost proposals for construction change orders when requested by the COR. The A/E’s reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices shall cover both additions and deductions of labor, materials and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.

Submittal Reviews Submittal reviews shall be submitted within seven (7) calendar days of submittal to the A/E.

Site Visit Reports Site visit reports shall be submitted within seven (7) calendar days of the visit. All documents in any of the electronic formats listed above.

Modification/Change Order Requests Modification requests shall be submitted within seven (7) calendar days of submittal to the A/E.

This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. The A/E's reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes.” All documents in any of the electronic formats listed above. Note - If major modification, VA will provide additional time and document format guidance.

Punch List Punch list shall be submitted within seven (7) calendar days of the final acceptance inspection.

Record Drawings Record drawings shall be delivered to the VA within thirty (30) calendar days after VA acceptance of the construction project. Autodesk Revit Project (.rvt) format and AutoCAD (.dwg) format, along with one (1) full size paper bond set of drawings.

14. PROJECT SCHEDULE/PERIOD OF PERFORMANCE Part One (1) Design Phase Services: The A/E shall perform Part 1 Services/Design Phase work according to the schedule shown below. The A/E is also responsible for following specification Section 01 32 16.10 Architectural And Engineering CPM Schedules, which is located in SOW Attachment 05 - 01 32 16.01 EHRM Architectural and Engineering CPM Schedule. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

Administrative Time 45 calendar days after receipt of Notice of Award QA/QC Submittal & Basis of Design (BD) 10% Submittal

75 calendar days after end of Administrative Time

QA/QC and BD 10% Submittal Review Meeting

14 calendar days after VA receipt of QA/QC & BD 10% Submittals

35% SD Submittal 70 calendar days after acceptance of QA/QC & BD 10% Submittals

35% SD Review Meeting 30 calendar days after VA receipt of 35% SD Submittal

65% DD Submittal 55 calendar days after VA acceptance of 35% SD Submittal

65% DD Review Meeting 30 calendar days after VA receipt of 65% DD Submittal

95% CD Submittal 45 calendar days after VA acceptance of 65% DD Submittal

95% CD Review Meeting 30 calendar days after VA receipt of 95% CD Submittal

Final Bid Documents Submittal 20 calendar days after VA acceptance of 95% CD Submittal

Final Bid Documents Acceptance Meeting 14 calendar days after VA receipt of Final Bid Documents Submittal

Total Part One Services/Design Phase Schedule

430 calendar days

The 430 days listed in part one project schedule may fluctuate based on when 95% CD submittal meets all VA guidelines and acceptance is issued. If 95% CD submittal is not accepted due to insufficient design requirements throughout the design period and additional time is deemed necessary. It is the responsibility of the AE firm to cover all costs associated with such delays.

15. CONSTRUCTION PERIOD SERVICES Part Two (2) OPTION ITEM REQUIREMENTS: The A/E shall perform Part Two (2) Construction Period Services for the duration of the construction project. The Construction Period Services shall include A. Pre-Bid Solicitation Support Services, B. Construction Period Services and C. Third Party Commissioning as stated below.

A. Solicitation Support Services

Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site to accurately develop a construction bid package.

Answer any technical questions/requests for information (RFIs) received from contractors over the duration of the solicitation, including questions asked during the site visit. Questions from contractors may come at multiple times and cover several questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

Answers to RFIs will be required from the A-E within five calendar days of the date the questions are sent to the A-E from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the A-E is required to comply with the five-calendar-day requirement.

Throughout the solicitation period, the A-E shall provide addenda as necessary if required to revise specs and drawings.

In response to any technical questions and/or addenda issued during the solicitation period, the A-E shall provide any final revisions to the 100% FC CD as part of the construction contract.

These documents shall be labeled Final Construction.

B. Construction Period Services (CPS)

Requests for Information (RFI)

Requests for Information shall be submitted within three calendar days of submittal to the A-E.

Submittal Reviews

Submittal reviews shall be submitted within seven calendar days of submittal to the A-E

Site Visit Reports

Site visit reports shall be submitted within seven calendar days of the visit. All documents in any of the electronic formats listed above.

Modification/Change Order Requests

Modification requests shall be submitted within seven calendar days (check all against Dan’s email) of submittal to the A-E. This includes the review of the contractor’s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. The A-E's reply regarding their review of cost proposals and their recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A-E shall also supply cost estimates as requested by the COR for Requests for Proposals for anticipated changes. All documents in any of the electronic formats listed above. Note: If major modification, VA will provide additional time and document format guidance.

Punch List

Punch list shall be submitted within seven calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

Record Drawings

Record drawings shall be delivered to the VA within 30 calendar days after VA acceptance of the construction project. Autodesk Revit Project (.rvt) format and AutoCAD (.dwg) format. The Batavia VA currently operates in .dwg and there are plans to transition to .rvt files, please provide both.

C. Third-Party Commissioning

The A-E shall provide Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, OCFM Whole Building Commissioning Process Manual located on the TIL (https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF). See “Commissioning Agent Tasks” in each section of the reference document. The Commissioning Agent shall be involved in all phases of the project, including both design and construction. It is anticipated that the Commissioning Agent will participate in the following: design reviews, owner’s requirements updates, design phase commissioning planning (facilitate), commissioning specification reviews (facilitate), construction project meetings, construction observation visits, equipment startup and testing, Testing Adjusting and Balancing (TAB) verification, and project commissioning (facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document. Additionally, the A-E shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process on all EHRM projects based on the following Systems to be Commissioned.

• HVAC (VA Master Specification Section 23 08 00): Direct Digital Control System, Chilled Water System, Condenser Water System, Steam/Heating Hot Water System, HVAC Air Handling System, HVAC Ventilation/Exhaust Systems, HVAC Terminal Unit Systems, Decentralized Unitary HVAC Systems, Humidity Control Systems, Hydronic Distribution Systems

• Electrical (VA Master Specification Section 26 08 00): Grounding and Bonding Systems, Electric Power Monitoring Systems, Low-Voltage Distribution System, Emergency Power Generation Systems https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF

• Communications (VA Master Specification Section 27 08 00): Grounding and Bonding Systems, Structured Cabling System. All of the cables shall be certified on this project prior to physical start up.

• Electronic Safety and Security (VA Master Specification Section 28 08 00): Grounding and Bonding, Physical Access Control Systems, Access Control Systems, Security Access Detection Systems, Video Surveillance System

16. CONTRACT OVERSIGHT: All contracts for this project shall be awarded by the Program Contracting Activity Central (PCAC); only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

PCAC shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A/E’s performance under the design project contract. The COR shall be a representative of the VA Western NY (Batavia) Healthcare System Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the VA Western NY (Batavia) Healthcare System Engineering Service Project Section shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

17. OI&T INFRASTRUCTURE STANDARD FOR TELECOMMUNICATION SPACE:

The current version for this standard is version 3.0, dated August 21, 2020 (https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf). The design for this project at https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf

VA Western NY (Batavia) Healthcare System – VAWNY Batavia

VA Western NY (Batavia) Healthcare System must meet the Campus Support Center (CSC) requirements of the Infrastructure Standard for Telecommunications Spaces.

The Infrastructure Standard for Telecommunications Spaces (The Standards) serves as the master reference document of criteria for Department of Veterans Affairs (VA) facility Information Technology (IT) support infrastructure. It defines the technical requirements necessary to maintain optimum reliability and efficiency within VA facilities and computing centers. IT Support Infrastructure is defined as all passive telecommunications and information technology equipment, and supporting physical space and equipment.

This standard is owned and maintained by Solution Delivery (SD) Data Center and Infrastructure Engineering and questions or concerns should be directed to the following email group: OIT ITOPS SD Data Center and Infrastructure Engineering.

Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check with their supervisor, Information Security Officer (ISO), Facility Chief Information Officer (CIO), or local Office of Information and Technology (OI&T) representative to ensure that all actions are consistent with current VA policies and procedures prior to implementation.

18. EXEMPTIONS TO VA OEHRM SITE INFRASTRUCTURE REQUIREMENTS:

Any variances or exemptions to SOW Attachment 02, most recent version, must be referenced, documented and discussed with CO, COR and HEFP SEP. Following approval of variance or exemption, AE shall submit documentation describing variance or exemption, indicating reference in VA documentation, describe any mitigating measures, and include an attachment with documentation of discussion with CO, COR and HEFP SEP.

19. REPORTING REQUIREMENTS:

The Contractor shall be required to report to the VA COR assigned to the project currently located in Building 2 to log in during normal working hours as well as after normal working hours (coordinate after hours a week in advance). This check-in is mandatory. The VA COR will issue a badge for the day. The VA COR will work the facility and medical staff to coordinate where the contractor will need to work.

The contractor shall coordinate with the VA COR at least a week in advance of arriving on site where they will need access so that they VA COR can gain approval from the facility and medical staff. When the service is completed, the Contractor shall document services rendered on a legible field service report and provide to the VA COR and have the VA COR sign.

20. SOW and ATTACHMENTS:

The following list of documents are attached to this SOW for A/E use and incorporation into the project documents:

VA Western NY (Batavia) Healthcare System – VAWNY Batavia

Page

VHA Required Div 01 Specification Sections (See SOW Attachment 01) 00 VA OEHRM Site Infrastructure Requirements 3.1 (See SOW Attachment 02) Sensitive Infrastructure Data Classification FOUO (See SOW Attachment 03) 01 32 16.01 EHRM Architecture and Engineering CPM Schedule (See SOW Attachment 04) Program guide, PG-18-15 Volume C – A/E Submission Instructions for Minor and NRM

Construction program dates November 2008 (See SOW Attachment 05) Seasonal influenza with vaccines (See SOW Attachment 06) VHA Directive 1061 Prevention of Healthcare Associated Legionella Disease (See SOW Attachment

07) Campus Map (See SOW Attachment 08) Site Self-Assessment X-Matrix (See SOW Attachment 09) Post Award Spec-Drawing Checklist (see SOW Attachment 10) SOCAMES Design Alerts (See SOW - Attachment 11 - HEFP SEP Design Alerts 1-9 and 11-12)

End of SOW